AI Call Follow-Up & Scheduling System
Automated outbound AI voice calls with smart retry logic, calendar sync, and email confirmations for every outcome.
The Problem
Follow-up calls were falling through the cracks. Reps couldn't keep track of who to call, when to retry, and appointment confirmations were sent manually — leading to no-shows and lost deals.
The Solution
Built a dual-flow system: Flow 1 runs every 10 minutes, scanning a Google Sheet for actionable leads (No Answer, Cancelled, Reschedule, Pending), deduplicates, and triggers Vapi AI voice calls. Flow 2 processes call results via webhook callback — confirmed appointments sync to Google Calendar with email confirmations to both the lead and admin. No-answer calls automatically schedule a retry for the next day at 10 AM.
Built with Claude Code
Two-flow architecture (cron scanner + webhook callback handler) designed inside Claude Code. Vapi tool schema + retry logic generated by the n8n-workflow-architect agent.
Agents
Skills
MCP servers
Results
- Zero follow-up calls missed — every lead gets contacted
- No-show rate reduced by 40% with automated calendar sync + email confirmations
- Reps freed from manual dialing — AI handles 50+ calls per hour